An Executive Assistant provides skilled administrative support for a company executive or professional staff at an organization. Schedules meetings, calls and travel, manages correspondence, handles outside information requests and staff communications; may assist with preparing presentations.
The Executive Administrative Assistant is a full-time at-will position responsible for carrying out multiple administrative duties, including answering phones, scheduling appointments, attending meetings, taking notes, establishing productive communications between Oakland Thrive clients/customers and its executives, along with maintaining office relations. SALARY $66,300 - $79,500.00 SUPERVISION
RECEIVED
The position reports to the Chief Executive Officer (CEO) and the Vice President of Operations (VPO).
ESSENTIAL DUTIES AND RESPONSIBILITIES A.
Effectively manage complex calendars/schedules for both the CEO and VPO, ensuring priorities are met and time is optimized. B. Coordinate high-level meetings, board sessions, and off-site events, along with handling logistics, agendas, and follow-up actions. C. Conducts research and information gathering on behalf of the CEO and VPO, and prepares polished presentations, reports, and correspondence that reflects Oakland Thrive's brand and the voice of both the CEO and VPO. D. Serve as a trusted liaison between Oakland Thrive's executive leadership and internal/external stakeholders, ensuring clear and timely communication. E. Use discretion, judgment, and knowledge of Oakland Thrive to facilitate the activities of the CEO and VPO and maintain confidentiality. F. Keep track of key projects and deadlines, proactively following up to ensure deliverables are met. G. Manage travel arraignments for the CEO and VPO including itineraries, accommodations, and contingency planning. H. Office management. I. Perform other duties and assume responsibilities as assigned.
MINIMUM REQUIRED QUALIFICATIONS A.
Proven five (5) to eight (8) years of experience in supporting senior executives in a fast-paced environment; B. Bachelor's degree in communications, logistics, business, or management preferred; C. Advanced proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms (e.g. Teams, Zoom); D. Exceptional organizational skills with the ability to manage multiple priorities seamlessly. E. Strong typing, written and verbal communication skills, with the acuity for creating clear, concise, and professional messages; F. A positive and proactive mindset that anticipates the needs of the executive leadership before they arise and independently takes initiative and implements the necessary steps to meet these needs; G. Exceptional relationship-building, along with people management skills; and H. Discretion, integrity, and high level of emotional intelligence.
NECESSARY SPECIAL REQUIREMENTS A.
Must pass a criminal background check.
WORKING CONDITIONS
This position is full-time and requires working in an office setting. It also may require attendance at board and community-based meetings, along with occasionally working on evenings.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. This position requires lifting and carrying in short distances supplies and a laptop computer. Specific vision abilities required by this job include close vision and the ability to adjust focus. The noise level in the work environment is moderately quiet. This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change .
APPLICATION PROCESS
In order to be eligible for this position, you must meet the minimum required qualifications. A cover letter and resume that includes a description and documentation of the required qualifications must be submitted directly and only to Oakland Thrive's Human Resources Department at email address: humanresourcesdepartment@oaklandthrive.org. The deadline for submitting your cover letter and resume is 5:00pm Friday September 11, 2026. If you have any questions, please contact the Human Resources Department via email at humanresourcesdepartment@oaklandthrive.org.
